Job Overview
An exciting opportunity has arisen within Pathology.
We are seeking a highly organised, proactive and professional Personal Assistant to provide comprehensive, confidential administrative support to the Director of Pathology.
This is a varied and responsible role at the heart of the Pathology service, supporting senior leadership and enabling the Director to focus on strategic oversight, service development and delivery of high‑quality patient care.
Main duties of the job
* Provide high‑level personal assistant support, including diary management, correspondence and email management
* Prepare agendas, papers and minutes for senior meetings, ensuring timely follow‑up of actions
* Organise and coordinate meetings, events and visits involving internal and external stakeholders
* Undertake audio typing, word processing and document preparation to a high standard
* Maintain accurate records, databases and spreadsheets
* Act as a key point of contact for the Director, liaising professionally with colleagues across the Trust and wider health system
* Handle sensitive and confidential information with discretion at all times
This role requires initiative, excellent judgement and the ability to manage competing priorities in a fast‑paced clinical environment.
Working for our organisation
North Bristol NHS Trust is the largest trust in the SW Region, providing medical, surgical and maternity care for a population of approximately half a million people across the North Bristol, South Gloucestershire and North Somerset areas. In May 2014 the Trust relocated the majority of its acute services to the Brunel Building, one of the most advanced hospitals in Europe, offering exemplary care in a beautiful and purpose‑built environment that prioritises patient privacy and dignity.
Significant investment and redevelopment of Pathology services has resulted in state‑of‑the‑art laboratories in the Science Quarter at Southmead Hospital and the creation of Severn Pathology. These facilities accommodate all pathology disciplines, including Blood Sciences, Bristol Genetics Laboratory, a single Bristol Cellular Pathology Service and a combined Microbiology and Health Protection Agency service, all within one facility. Severn Pathology aims to provide a best‑in‑class, high‑quality, innovative, value‑for‑money pathology service that serves the needs of the healthcare market in the South West region and beyond.
Detailed Job Description And Main Responsibilities
* The post-holder will be required to communicate with all grades of staff within pathology and healthcare professionals across the Trust, patients, visitors and other service users.
* Provide a full secretarial and administration service to the Director of Pathology.
* To maintain and coordinate the diary of the Director of Pathology, taking action as agreed and where necessary in their absence.
* To collect, assemble and act upon information as required, knowing when to refer to the Director of Pathology, as necessary.
* Coordinate confidential and complex information on staff issues and confidential business concerning Pathology.
* Receive and act on telephone enquiries confirming that complex messages are understood by relevant individuals and influencing them to ensure appropriate actions are undertaken.
* To process reports, letters and other documentation using appropriate word processing systems and audio typing, so that these are produced clearly and to a professional standard. This may include the composition of letters and preparation of responses for the Director of Pathology.
* Maintain and update relevant databases and accounts for the Director of Pathology to include invoicing for Category II work, private patient work and clinical studies. Analyse requesting trends to identify marketing opportunities, areas of business risk required.
* To provide and maintain an efficient paper and on‑line filing and reference systems ensuring these are updated on an ongoing basis.
* Use own judgement to ensure that all correspondence is appropriately dealt with and that all record keeping and office procedures are maintained at the highest level.
* To liaise closely with the administrative staff in the various Pathology departments to ensure that good, proactive communication channels are maintained.
* Take and transcribe formal minutes, circulating to attendees and other non‑attendees as appropriate.
* Organise, and where necessary, attend other senior management meetings and provide full administrative support (such as: producing minutes, preparing drafts, circulating and producing supporting papers and taking action as appropriate on issues arising from the meetings).
* To undertake specific, but supported project work within the Services, as agreed and appropriate.
* To plan, prioritise and review work plans to ensure all work is complete according to urgency. Some activities may be on‑going and require adjustments (e.g. appraisal planning and bookings).
* Work on own initiative to a high standard and make decisions as appropriate and necessary.
* To participate in the Individual Performance Review in line with Trust’s Policy.
* Meet and greet visitors to the department and provide refreshments as required.
* To adhere to the Health and safety procedures, as well as all relevant policies of North Bristol NHS Trust. May be required to prepare, update or comment on departmental operational policies as directed by the Director of Pathology.
* To be flexible to the needs of the service with regards to cover of duties.
Other duties appropriate to the grade as agreed between the post holder and manager.
Person specification
Education and training
* Educated to GCSE standard or equivalent in English and Maths
* Word Processing skills (preferably MS Word) to RSA/OCR level 2/3 or equivalent
Work experience
* Experience of minute taking and typing skills
* Experience of working as part of a team in a multi‑disciplinary environment.
* Experience of working in the NHS or similar organisation
Knowledge/Skills/Abilities
* Excellent communication skills, verbal and written
* Ability to work using own initiative with excellent organisational skills
* Recent working knowledge of Microsoft Office packages – Excel and Word
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently under‑represented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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